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HomeMy WebLinkAbout2021.06.07 CC MinutesMinutes HUGO CITY COUNCIL MEETING HUGO CITY HALL 14969 Fitzgerald Avenue North • Hugo. MN SS039 MONDAY. JUNE 7. 2021 — 7 P.M. Call to Order Mayor Weidt called the meeting to order at 7:00 p.m. COUNCIL PRESENT: Klein, Miron, Petryk, Strub, Weidt OTHERS PRESENT: City Administrator Bryan Bear, Community Development Director Rachel Juba, City Attorney Dave Snyder, City Engineer Mark Erichson, Interim Finance Director Anna Wobse, City Clerk Michele Lindau Approval of Minutes for the May 17, 2021, City Administrator Review -Executive Meeting Petryk made motion, Klein seconded, to approve the minutes for the executive meeting for the City Administrator's review held on May 17, 2021, as presented. All Ayes. Motion carried. Approval of the Minutes for the May 17, 2021, City Council Meeting Klein made motion, Miron seconded, to approve the minutes for the City Council meeting held on May 17, 2021, as presented. All Ayes. Motion carried Approval of the Minutes for the May 26, 2021, Interviews for Council Vacancy Klein made motion, Petryk seconded, to approve the minutes for the Ward 3 Council Member interviews held on May 26, 2021, as presented. All Ayes. Motion carried Approval of the Minutes for the June 2, 2021 Memorial Dedication for Ron Otkin Miron made motion, Klein seconded, to approve the minutes for the Ron Otkin memorial dedication held on June 2, 2021, as presented. All Ayes. Motion carried Approval of Agenda Weidt made motion, Klein seconded, to approve the agenda as amended by removing the swearing in of Deputy Chief David Jensen due to his inability to attend this meeting. All Ayes. Motion carried. Hugo City Council Meeting Minutes for June 7, 2021 Page 2 of 11 Appointment of Dave Strub as Ward 3 Council Member and Oath of Office On May 26, 2021, the Council interviewed five residents who applied to fill the Ward 3 Council seat vacated by Chuck Haas as of May 31, 2021. After discussion, the Council selected Dave Strub as the best candidate to fill the position. Weidt made motion, Miron seconded, to formally appoint Dave Strub as the new Ward 3 Council member. All Ayes. Motion carried. City Clerk Michele Lindau administered the Oath of Office, and Dave took his place at the Dais. Swearing in of Deputy Fire Chief David Jensen The swearing in of Firefighter David Jensen as Deputy Fire Chief was postponed. David was not able to attend this meeting due to being out of town for work. Swearing in of Firefighters Jake Jorgenson, Billy Lusk, and Tim Olson Fire Chief Jim Compton, Jr. swore in Jake Jorgenson, Billy Lusk, and Tim Olson as Firefighters. Recognition of Retired Firefighter Roland Guareschi In December, 2020, Firefighter Roly Guareschi submitted his letter of resignation from the Hugo Fire Department effective January 4, 2021. Due to COVID, Council was not able to recognize him at that time. Fire Chief Jim Compton, Jr., talked about Roly's 13 years on the department saying he was the highest attendee of calls and was the first ever Firefighter of the Year. Roly had served as Engineer, Chief Engineer, and President of the Relief Association. The Relief Association presented him with a plaque that was read by Captain Ross Hoernemann. Roly stated he was glad and honored to be a part of the community. Recognition of Retired Fire Chief Kevin Colvard In May, 2020, Kevin Colvard submitted his notice of retirement as Fire Chief and member of the Hugo Fire Department effective December 31, 2020. Due to COVID, Council was not able to recognize him at that time. Kevin was a firefighter for 13 years before becoming Chief for the last eight year. Fire Chief Jim Compton, Jr. talked Kevin's 20 years on the department saying he moved to Hugo in 2000 at 25 years old, and he joined the department immediately. Kevin's father was a firefighter for 20 years in Little Canada. Kevin became a Training Captain and revamped the training program. He also held three Captain positions at the same time. Kevin took many Hugo City Council Meeting Minutes for June 7, 2021 Page 3 of 11 vacation days from his job to complete projects at the station including the construction of display cases. He was the Vice President and President of the Relief Association, implemented the investment policy, and was involved in creating the succession plan for firefighters. As part of Good Neighbor Days, he started the 5K Fire Run. Kevin created the AED initiative, started the engineering program, and was the first arriving officer at the scene during the 2008 tornado. While Chief, he transitioned the ambulance service, helped in firefighter retention, and helped get the first ladder truck purchased. He met his wife Kim while she was training the department in basic animal rescue. They since married and have three children. Compton talked about Kevin's signoff at the end of each drill which was "don't forget to sign in and thanks for coming to drill", a signoff still used today. Council talked about how Kevin had been a great asset to the department and how the commitment of the family did not go unnoticed. Kevin talked about meeting his goal to serve 20 years on the department stating he was proud of the current leadership. The Mayor read the Certificate of Appreciation that he presented to Kevin. Updates from Local Scout Troops Hugo Boy and Girl Scout troops shared with Council information on activities and projects they had done in Hugo. Wyatt Fish from Troop 151 introduced Ethan who talked about community partners that included the Hugo Feed Mill, Hugo Lions Club, Dead Broke Arena, and the Hugo American Legion. Wyatt then introduced Mathew Fish who talked about activities over the past year that included a cemetery cleanup, food shelf drive, White Bear Lake cleanup, and a Project Award in the Keys. Wyatt introduced Charlie, current Scoutmaster of Troop 151. Charlie was an Eagle Scout and had been in scouting for 35 years. He talked about the Youths in Scouts Campaign Program saying the goals of scouting was to develop leadership. He thanked Council for their support. Wyatt introduced Kristina, leader of a cadet troop and a junior troop, and she highlighted some of the things the girls had done including a garden at the food shelf and a little library. Wyatt introduced Sabrina on who spoke on collecting over $4,000 and almost two tons of food for the Food Shelf. Wyatt spoke about Eagle Scout projects that included building a garden at Oneka Elementary, making blankets for hospitalized youths, and creating an outdoor classroom at the high school. Wyatt introduced Mike Fish who thanked Council for their support. Eagle Scouts Phil Klein, Fire Chief Jim Compton, Scout Masters Mike Fish and Charlie Nebin Hugo City Council Meeting Minutes for June 7, 2021 Page 4 of 11 posed for a photo. Lakes Center for Youth & Families Update Linda Madsen, Executive Director; Jenna Jones, Assistant Executive Director; and Jim Schoppenhorst, Board Chair, were in attendance to provide Council an update on the Lakes Center for Youth & Families. Madsen provided information saying they were celebrating their 45th anniversary. The agency was started by Jim Trudeau as a way to keep first time offenders out of the court system. She talked about the challenges of meeting the needs of the community. In 2019 they served 520 clients. In 2020, it reduced to 328 due to COVID, and they were unable to have fundraising events in 2020, which hurt them financially. Staff had increased from one full time counselor four years ago to four counselors, and they will be hiring a fifth. They no longer focus on only youth, and now see children as young as three and adults in their eighties. They do individual, couple, family, and group counselling. She talked about the stress that was caused by the COVID pandemic, and telehealth being covered by insurance. Assistant Executive Director Jenna Jones gave specifics of the intervention program saying 85 percent of clients that complete the program do not reoffend during the first year. They partner with Washington and Chisago Counties and get referrals from local police departments. She explained the enrichment program in the schools that include the Workforce Readiness Program and Forest Lake Safety Camp Board Chair Jim Schoppenhorst spoke about being a small organization and having a significantly increased budget over the years. He stated they have relied on a lot of funding sources like charitable gambling from Running Aces, which is ending, and they are seeking other charitable gambling sources. He thanked Council for their support. Weidt made motion, Miron seconded, to direct staff to analyze and come back to Council with a recommendation on how the City could increase support to this organization and the Northeast Youth and Family Services organizations. All Ayes. Motion carried. Approve of the Consent Agenda Weidt made motion, Klein seconded to approve the following Consent Agenda. 1. Approve Claims Roster 2. Approve Annual Performance Review for Utility Billing Clerk Jodie Guareschi 3. Approve Annual Performance Review for Public Works Worker Tom Smith 4. Approve Donation from Hugo American Legion to the Hugo Fire Department 5. Approve Preliminary Plat and PUD for Oneka Lake Reserve 6. Approve Reduction in Letter of Credit for 1401h Street Extension — Schwieters Addition 7. Approve Reduction in Cash Escrow for Hugo Gardens 8. Approve Final Payment to T.A. Schifsky & Sons for Goodview Avenue Improvement Project Hugo City Council Meeting Minutes for June 7, 2021 Page 5 of 11 9. Approve Pay Request No. 8 to Ebert Construction for New Public Works Facility 10. Approve Pay Request No. 15 to CB&I for Water Tower No. 4 11. Approve Cooperative Fire Protection Agreement Between the MN DNR and Hugo Fire Department 12. Approve Appointment of Roger Clarke as the New Chair of the Parks Commission 13. Approve Revision to the Parks Planner Job Description and Pay Range 14. Approve Wetland Replacement Plan for Downtown Street Improvement Project 15. Approve Purchase of Wetland Replacement Credits for the Downtown Street Project 16. Approve Appointment of Meredith St. Pierre as Regular Member of the Parks Commission All Ayes. Motion carried. Approve Claims Roster Adoption of the Consent Agenda approved the Claims Roster as presented. Approve Annual Performance Review for Utility Billing Clerk Jodie Guareschi Since June 17, 2002, Jodie worked as the City's Utility Billing Clerk in the Finance Department. Adoption of the Consent Agenda approved the annual performance review for Utility Billing Clerk Jodie Guareschi. Approve Annual Performance Review for Public Works Worker Tom Smith Tom Smith was hired by the City of Hugo on June 26, 2000, as a Worker in Public Works Department. Adoption of the Consent Agenda approved the annual performance review for Public Works Worker Tom Smith. Approve Donation from Hugo American Legion to the Hugo Fire Department The Hugo American Legion requested to donate $2,000 to the Hugo Fire Department to be used for equipment and training. Donations to the City needed to be approved by the City Council. Adoption of the Consent Agenda approved the donation of $2,000 from the Hugo American Legion to the Hugo Fire Department. Approve Preliminary Plat and PUD for Oneka Lake Reserve Oneka Lake Reserve, LLC, had applied for preliminary plat and site plan approval to develop a 6.7-acre site with 40 townhomes located north of 150th Street North, across from Generation Avenue North. The gross density of the project would be six units per acre, and the net density would be 6.4 units per acre. The ordinance allowed up to six units per net acre in the R-4 zoning district, and up to eight units per acre with a PUD. The proposed development included 40 units in a mixture of two and three unit buildings and a .45 acre public park. At its May 13, 2021, meeting, the Planning Commission held a public hearing and considered the applications. There were several residents from the adjacent neighborhood to the north and east that spoke. The Planning Commission generally liked the layout of the development and unanimously Hugo City Council Meeting Minutes for June 7, 2021 Page 6 of 11 recommend approval of the project subject to the conditions in the resolution. Adoption of the Consent Agenda approved RESOLUTION 2021-37 APPROVING A PRELIMINARY PLAT AND PLANNED UNIT DEVELOPMENT (PUD) FOR ONEKA LAKE RESERVE LLC, FOR "ONEKA LAKE RESERVE" ON PROPERTY LOCATED NORTH OF 150TH STREET NORTH AND ACROSS FROM GENERATION AVENUE NORTH. Approve Reduction in Letter of Credit for the 140' Street Extension-Schwieters Addition The 140th Street extension as part of the Schwieters 2020 Addition project had been completed. Victor Land Holdings, LLC. had requested a reduction in the letter of credit. The current letter of credit for the 140th Street extension was in the amount of $23,206.25. Staff had inspected the work completed to date and found it acceptable. Adoption of the Consent Agenda approved the reduction in the letter of credit to $15,847. Approve Reduction in Cash Escrow for Hugo Gardens The Hugo Gardens Project had grading and utility work completed to date, and the Hugo Garden Apartments, LLC. had requested a reduction in the Cash Escrow. The current amount of cash escrow for the Hugo Gardens Project was in the amount of $1,967,742. Staff had inspected the work completed to date and found it acceptable. Adoption of the Consent Agenda approved the reduction in cash escrow to $1,810,892 based on the value of work remaining to be completed. Approve Final Payment to T.A. Schifsky & Sons for Goodview Avenue Improvement Project The 2020 Goodview Avenue Improvement Project had been successfully completed. Staff had received all contract closeout documents for the project. The one-year warranty period would begin upon acceptance of the improvements. Adoption of the Consent Agenda accepted the improvements and final payment to T.A. Schifsky and Sons, Inc. in the amount of 35,774.10. Approve Pay Request No. 8 to Ebert Construction for New Public Works Facility Ebert Construction had submitted pay request No. 8 for payment for the City of Hugo Public Works Facility project in the amount of $1,337,276.61. The quantities completed to date had been reviewed and agreed upon by the architect, contractor and City staff. The amount indicated above reflected the work certified through May of 2021, with a 5% retainage applied. Total retainage being held for the project to date was $156,813.07. Adoption of the Consent Agenda approved Pay Request No. 8 in the amount of $1,337,276.61 to Ebert Construction. Approve Pay Request No. 15 to CB & I for WaterTower No. 4 CB&I had submitted Pay Request No. 15 for the Water Tower No. 4 Improvement Project. Adoption of the Consent Agenda approved payment in the amount of $25,666.15 to CB&I, LLC for work certified through June 1, 2021. Hugo City Council Meeting Minutes for June 7, 2021 Page 7 of 11 Approve Cooperative Fire Protection Agreement between the MN DNR and Hugo Fire Department The purpose of the Cooperative Fire Protection Agreement with the MN DNR, was to cooperate in the prevention and suppression of wildland fires as authorized under M.S. 88.04. The DNR, Division of Forestry, was responsible for the prevention and suppression of all wildland fires within the state. The Hugo Fire Department was responsible to prevent and extinguish all unwanted fires within the City of Hugo. It was mutually advantageous and in the public's interest for the City of Hugo and the DNR to assist in each other's efforts in prevention, detection, and suppression of wildland fires and to cooperate in fire hazard reduction. Adoption of the Consent Agenda approved the Cooperative Fire Protection Agreement between the MN DNR and the Hugo Fire Department. Approve Appointment of Roger Clarke as the New Chair of the Parks Commission Dave Strub had been serving on the Parks Commission as Chair. With the appointment of Dave as Ward 3 City Council Member, the Parks Commission Chair seat was vacant. As per City ordinance, the Mayor, with the consent of the City Council, appoints one of the commission's members to serve as chair. Mayor Weidt recommended Roger Clarke be appointed as the new Chair of the Parks Commission. Adoption of the Consent Agenda approved the appointment of Roger Clarke as the new Parks Commission Chair. Approve Revision to the Parks Planner Job Description and Pay Range As with all City job positions, the Parks Planner position had been recently reviewed to see how it compares to the overall competitive job market. After evaluating the job responsibilities and pay grade for this position, staff found that the position should no longer be classified as an entry level position and a change in pay -grade classification should be made. Shayla Denaway had served as the City's Park Planner since May, 2010. Adoption of the Consent Agenda approved the revised job description and set salary at Pay Grade 7, Step 4 for Parks Planner Shayla Denaway. Approve Wetland Replacement Plan for Downtown Street Improvement Project The new 147th Street alignment between Finale Avenue and Oneka Parkway resulted in 0.31 acres of wetland impact. The applicant (City of Hugo) was required to replace these impacts at a 2:1 ratio; meaning the City would need 0.631 acres of wetland credit. The replacement plan application had been noticed to the Hugo Wetland Technical Evaluation Panel (TEP), but no comments had been received. A TEP meeting was scheduled for Monday, June 7, at which time there could be discussion on this item. Adoption of the Consent Agenda approved the replacement plan application submitted for the 2021 Hugo Downtown Improvement Project. Approve Purchase of Wetland Replacement Credits for the Downtown Street Project The alignment of the new portion of 147m Street between Finale Avenue and Oneka Parkway had wetland impacts. Staff had prepared a replacement plan to address the impacts of this Hugo City Council Meeting Minutes for June 7, 2021 Page 8 of 11 wetland. The plan consisted of replacing these wetland impacts at a 2:1 ratio with the purchase of wetland banking credits. Staff had checked with numerous available wetland banks. The City of Blaine (Bank Owner) would sell to the City of Hugo (Buyer) 0.631 acres of wetland credit for 2.50 a square foot totaling a purchase amount of $68,607 for credits. Along with the credit cost there was a withdrawal and stewardship fee required on all wetland credit purchases. These fees totaling $1,445.22 are paid to the State of Minnesota. In total, the cost of wetland replacement for this project would be $70,052.22. ($68,607 to the bank owner and $1,445.22 to the State of Minnesota). Adoption of the Consent Agenda approved authorization to move forward with the purchase of the wetland credits. Approve Appointment of Meredith St. Pierre as Regular Member of the Parks Commission At its February 1, 2021, meeting, Council appointed Meredith St. Pierre as an alternate member of the Parks Commission. With the appointment of Parks Commissioner Dave Strub as Ward 3 Council Member, a seat became vacant as a regular member of the Commission. Adoption of the Consent Agenda approved the appointment of alternate member Meredith St. Pierre as a regular member of the Parks Commission. Approve Resolution Authorizing the Preparation of Feasibility Report for the 121s, Street/Acres of Bald Eagle Proiect City Engineer Mark Erichson provided background on the Acres of Bald Eagle sketch plan (Drengson Subdivision) that the Council reviewed in February, 2021, that consisted of nine lots adjacent to 121St Street. The development involved the extension of sanitary sewer and watermain to the site and would also require the paving of 121St Street, which was currently a gravel roadway. Considering the existing parcels along 121St Street were served by individual well and septic systems, staff felt it was important to determine whether there was interest from the adjacent landowners to provide sewer and water to their parcels as well. Installation of sanitary sewer and watermain would serve eight new proposed lots, and the ninth lot would be served from Everton Avenue. Council had directed staff to schedule a neighborhood meeting, which was held on April 6, 2021. Staff had received positive feedback from the adjacent property owners and had follow up meetings with the Acres of Bald Eagle Development team regarding the process as they finalized their preliminary and final plat submittal. In order to move forward with a project that involved assessments to benefitting property owners, the City needed to follow State Statute Chapter 429 and therefore staff was recommending moving forward with the preparation a feasibility study that would outline project parameters/responsibilities, costs, proposed assessment methodology, and assessment role. The feasibility study would include the construction items related to the development, however these costs would ultimately be addressed in the Development Agreement and not assessed. Erichson recommended approval of the resolution authorizing the preparation of a feasibility report for the 121st Street/Acres of Bald Eagle project. Petryk made motion, Klein seconded, to approve RESOLUTION 2021-38 ORDERING PREPARATION OF A FEASIBILITY REPORT FOR 121 st STREET/ACRES OF BALD EAGLE IMPROVEMENT PROJECT. All Ayes. Motion carried. Hugo City Council Meeting Minutes for June 7, 2021 Page 9 of 11 Discussion on Job Description and Executive Search for Finance Director On May 19, 2021, Council appointed Finance Coordinator Anna Wobse as the Interim Finance Director after the passing of Finance Director Ron Otkin on May 5, 2021. City Administrator Bryan Bear talked about a process for a permanent position. He stated it was a key position and it was important to take time and get it right. This individual would advise and make recommendations on all financial matters in the City. He said it would be a difficult position to fill, and the job description had been revised and the salary evaluated and adjusted to ensure the City was completive. The current range was $93,547 - $121,866, and he proposed changing it to $93,547 - $137,000 to be sure the position attracted candidates that had all the qualifications and those who would be a good fit and able to acquire them in time. He talked about the executive recruitment firm, Baker Tilly, saying a compelling story needed to be shared with the applicants and there needed to be a robust screening process, interviews and negotiations. The total cost would be $22,750 with a twelve month guarantee. The process would conclude in early September. Klein made motion, Miron seconded, to approve the job description and salary range for the Finance Director position. All Ayes. Motion carried. Miron made motion, Klein seconded, to negotiate a contract with Baker Tilly to provide executive recruitment service. All Ayes. Motion carried. Discussion on Ordinance Review Committee on Short Term Rentals Community Development Director Rachel Juba led a discussion regarding short term rentals. She provided background stating the City and Washington County had received complaint on a short term rental facility that was advertised on the website Vacation Rentals by Owner (VRBO). The complaints related to noise, parties, and the transient nature of the short term rentals. After reviewing the City Code, it was in staff s opinion that short term rentals were not allowed in the City. The owner of the short term rental had made a request to the City Council to evaluate allowing short term rental facilities in the City. At its April 5, 2021, meeting, the City Council directed staff to forward the request to the Ordinance Review Committee (ORC) for review and recommendation to the City Council. The ORC, which consisted of Council Members Miron and Klein, and three Planning Commission members, met on April 28 and made a recommendation to Council to create an ordinance either allowing or prohibiting short term rentals. Klein and Miron spoke on the issue of using staff and law enforcement resources to address complaints. If the actives occur, there needed to be a method to hold the property owners accountable. An ordinance, if created, needed to have a provision addressing that. Petryk talked about potential problems with Homeowner Associations having different Hugo City Council Meeting Minutes for June 7, 2021 Page 10 of 11 regulations. She stated she was not in favor of short term rentals because people running a business in a residential area impact those living there and paying taxes. She did not think it was a good idea in Hugo Weidt agreed saying finding places in Hugo where it wouldn't bother people would be hard to do. Disturbances would be created, generating complaints. There was a question on how many short term rental homes were in Hugo. Juba replied that in her research, she found only a few homes in Hugo. Weidt made motion, Petryk seconded, to create an ordinance to prohibit short term rentals. All Ayes. Motion carried. Discussion on American Rescue Plan Act Interim Finance Director Anna Wobse provided information to the City Council on the American Rescue Plan Act and the Coronavirus Fiscal Recovery Funds. The City of Hugo was eligible to receive an estimated $1.6 million in Coronavirus Fiscal Recovery Funds under this act signed into law on March 11, 2021. The Coronavirus State and Local Fiscal Recovery Funds would provide a substantial infusion of resources to help turn the tide on the COVID-19 pandemic by addressing the pandemics economic fallout and laying the foundation for a strong and equitable recovery. Eligible uses of the Recovery Funds included responding to the public health emergency and the negative economic impacts of the pandemic, premium pay for essential workers, replacement of revenue lost due to the pandemic that would be used to provide vital government services, and necessary investments in water, sewer and broadband infrastructure. Anna provided details on how these funds could be spent. Governments have until December 31, 2024, to spend the Recovery Funds. Council talked about the need to provide broadband to underserved areas and using the money for water reuse projects. There were questions on the process of spending these funds. Wobse talked about the guidelines and Bear replied that a federal audit would occur to ensure those guidelines were met. Council was asked to think about how they would like to spend these funds. Parks Summer Programs for 2021 Bear provided information on Park Play Days and Library in the Park. Park Play Days would be hosted by the Forest Lake YMCA and held Monday -Thursday at Hanif Fields beginning June 14. The program fee was $90 for a four week session. Library in the Park would be hosted by the Washington County Library every other Wednesday beginning on June 16, 2021. The program would rotate to six Hugo parks and was free to attend. Hugo City Council Meeting Minutes for June 7, 2021 Page 11 of 11 Executive Session on Administrative Settlements for Downtown Street Project Right -of - Way City Attorney reviewed the situations that permit Council to go into closed session. He cited MN State Statute 13D.05, Sub 3, Subpart 3, which states Council can meet in an executive session to talk about offers for property. He recommended Council adjourn in to executive session to consider offers and counter offers related to the acquisition of property for the downtown project, specifically temporary and permanent easements that were needed for the street reconstruction project. Weidt made motion, Klein seconded, to adjourn into executive session. All Ayes. Motion carried. Return to Regular Session Weidt made motion, Petryk seconded, to enter back into regular session at 9:33 p.m. City Attorney Dave Snyder reiterated that Council met pursuant to MN State Statute 13D.05, Subd 3, Subpart 3, to consider offers and counter offers related to the acquisition of property for the downtown project and he stated who was present during the meeting. He stated Council took no action in the executive session, but staff was requesting Council take action for parcels 1, 3,4,5,9 for the amounts identified by the City Engineer. Miron made motion, Klein seconded, to accept staff s recommendations for the settlement on the purchase of easements on parcels identified as Parcels 1,3, 4, 5, and 9. All Ayes. Motion carried. Adjournment Strub made motion, Klein seconded to adjourn at 9:36 p.m. All ayes. Motion carried. Respectfully Submitted, �—'N . Lvl"C� Michele Lindau City Clerk